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Office automation applies a variety of technologies to increase office productivity. The technologies in the automated office have made and continue to make. Office Automation Tools PDF - Download as PDF File .pdf), Text File .txt) or read online. Office automation refers to the varied computer machinery and software used to digitally create, collect, store, . Verifone Unified Driver User Notes. Introduction to Office Automation Unit-1 - Download as Powerpoint Presentation ( .ppt /.pptx), PDF File .pdf), Text File .txt) or view presentation slides online.
The computer system includes not only the computer, but also any software and peripheral devices that are necessary to make the computer function. Every computer system, for example, requires an operating system. Microsoft has provided an Operating system for computers. Along with providing an OS for computers has made major contribution in the workplace documentation.
It is offering of set of office-related software.
Has revolutionized the working environment. Microsoft Word is a powerful tool to create professional looking documents. Word allows you to create a variety of documents and different kinds of files. EX: Book Using Word, you can create standard documents that you can format in any way you want.
We can control bullets, numbering, fonts, colors, styles. We can even format borders and shading and use backgrounds. We can insert photos, clip art , diagrams, as well as files created in other office applications. EX: we can cut and paste a web page and place it in a word document Word also provides with a number of templates and wizards you can use to create all kinds of documents quickly and easily.
The tools provided by Word are easy- touse. Starting Microsoft Word 1.
Double click on the Microsoft Word icon on the desktop. There are many shortcuts that can be taken by using the toolbar.
First, make sure that the proper toolbars are visible on the screen. To access the mathematical equations tool: Place your cursor in the document where you want the symbol Click the Insert Tab on the Ribbon Click the Equation Button on the Symbols Group Choose the appropriate equation and structure or click Insert New Equation Note:-To edit the equation click the equation and the Design Tab will be available in the Ribbon Illustrations, Pictures, and SmartArt Word allows you to insert illustrations and pictures into a document.
Watermarks A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark: Click the Page Layout Tab in the Ribbon Click the Watermark Button in the Page Background Group Click the Watermark you want for the document or click Custom Watermark and create your own watermark To remove a watermark, follow the steps above, but click Remove Watermark Mail merge is a software function describing the production of multiple and potentially large numbers of documents from a single template form and a structured data source.
Draw sound and video, and software. To see if you have any programs are object based, where an object is a geometrical e-mail, you can check your electronic mailbox periodically, shape, such as a line, a circle, a curve, a rectangle, a although many programs can be configured to alert users polygon, or a Bezier curve curves that have hooks along automatically when mail is received.
After reading an their length so you can alter the angle of the curve at any e-mail, it may be stored, deleted, replied to, forwarded to point. With draw programs, images are stored as mathe- others, or printed. Sophisticated programs often blur computer running Windows operating system is that the the difference between draw and paint, so it is possible to computer can become infected with an e-mail virus pro- find programs that are able to do both types of work.
It is always advisable to install and use anti-virus software. Such software will offer protection against Digital Communication Systems known malicious programs.
A malicious program may be a virus, a worm, a trojan horse, or a spyware. Once it Nowadays, more and more computers are not isolated but, is on your system, a malicious program cause disorder by instead, are connected into a computer network that is corrupting, erasing, attaching to, or overwriting other often connected to other computer networks in much the files.
In some cases malicious program, such as spyware, same way as telephone systems connect telephones. If a have the solely intent of monitoring Internet usage and computer is connected to such a network, it is possible to delivering targeted advertising to the affected system. Electronic Mail. Electronic mail, or e-mail for short another common spelling for e-mail is email , is one of the most popular uses of the Internet.
It is a simple tool for Newsgroups and Discussion Boards. Newsgroups, also exchanging brief messages between individuals or among a known as Usenet, are comparable in essence to e-mail larger audience. Most mainframes, minicomputers, and systems except that they are intended to disseminate computer networks have an e-mail system.
It A newsgroup is a collection of messages posted by consists of two parts: user name and mail domain or individuals to a news server.
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The concept of newsgroups domain name. The user name identifies a particular per- was started in at the University of North Carolina and son. The mail domain identifies the place on the Internet to Duke University to create a place, where anyone could post which the e-mail for that person should be sent.
An e-mail messages. An example is illustrated Although some newsgroups are moderated, most are in Fig. Moderated newsgroups are monitored by an individual With an e-mail account, it is possible to send a message the moderator who has the authority to block messages to anyone with an e-mail account. Just as a written letter considered inappropriate. Therefore, moderated news- can be sent to multiple recipients, an electronic mail mes- groups have less spam than unmoderated ones.
Anyone sage can be sent to one or more e-mail addresses. If you have an interest in a of the sender of the message. A few addresses of one or more recipients who are the primary examples of newsgroups are shown in Table 1. All recipients can see every address listed in this Discussion boards also called message boards and field.
Discussion boards are usually An electronic mail message is not limited to text. Other read through a web browser, while newsgroups are usually types of files can be added to mail messages as attach- read through a special program called a newsgroup reader.
Attachments can be text files or binary files such as Nowadays, most people prefer discussion boards on the word processed documents, spreadsheets, images, files of Web to newsgroups because they are easier to use. Figure 6.
E-mail address struc- ture. Newsgroup architecture. Mailing Lists. It provides a continuous record messages to a user when they are explicitly requested, of activities, progress, and development. This type of sys- while mailing lists deliver messages as they become tems can be effectively used by the healthcare community available. Mailing lists are e-mail addresses that are used to discuss specific topics of interest. Examples of blog topics to distribute e-mail to many people.
Typically, a list sub- include product reviews, scientific endeavors, and any area scriber sends a message to the list address, and the mes- of information where people have a deep expertise and a sage is then distributed to all the list subscribers for desire to express it.
The power of blogs is that they are a everyone to read. The first thing to easily publish their ideas and opinions, and allow other do is to subscribe to a particular list; afterward the user can people to comment on them. The following steps are involved: 1 send a message e-mail to a mail server; 2 File Transfer Protocol. With the explosion of content creation and message, then their reply goes to the mail server and is information in electronic formats, there is simply more disseminated to everyone on the list.
Web, although it can also be owned by a small group. The Applications allow sharing and managing data between blog owner periodically writes entries and publishes them multiple remote, local, and home folders. It provides the onto their blog. Weblogs cover as many different topics and ability to seamlessly work from a healthcare facility, a express as many opinions, as there are people writing them. Table 1. Examples of Newsgroups Groupware Systems Newgroup name Description Groupware refers to any computer-related tool that improves the effectiveness of person-to-person communi- comp.
It is intended to create an reasoning environment that fosters the communication and coordi- comp. Where a traditional user group interaction interface generally focuses on the use of only one person, comp. Groupware systems generally include alt. Web-based chat system. In or e-mail. Sophisticated workgroup systems allow users to addition, they can use a remote pointer or highlighting tool define workflows so that data is automatically forwarded to to point out specific contents or sections of shared pages.
Most whiteboards are designed for informal conversa- tion, but they may also serve structured communications or Chat Systems. Chat systems enable a type of group more sophisticated drawing tasks, such as collaborative communication in which people located in different geo- graphic design, publishing, or engineering applications.
Chat systems make slides for a presentation and architects can revise building it possible for many people to write messages in a public plans.
As each person submits a message, it appears on the screen of the other users located in the same Collaborative Writing Systems. Collaborative writing virtual room. Chat groups are usually formed via listing systems are applications that aim to help the joint editing chat rooms by name, location, number of people, topic of of text documents by several authors.
Coauthors, spread discussion, and so on. When the interactions hap- became widely spread among chat users. These types of pen at the same time, they are called synchronous or real- chat systems are referred to as Web-based chat because time interactions. Otherwise, they are called asynchronous they are accessible using a typical browser.
One example of or non-real-time interactions. Web-based chat can be found at Yahoo. Word processors may provide asynchronous support by Compared to e-mail, a chat system is a real-time syn- showing authorship and by allowing users to track changes chronous system, while e-mail is neither real-time nor and make annotations to documents.
It is possible to synchronous. When a user types a comment in a chat determine that only certain sections of documents may system, it is seen almost immediately by the others users be modified by specific people to better protect how docu- present in the same virtual room. All the users are con- ments are modified and reduce the number of conflicting nected to the system at the same time.
With e-mail, on the comments received. Reviewers can be prevented from other hand, the two parties involved in the exchange of a making changes unless they turn revision marks on.
For example, when reading an e-mail message Workflow Systems. Workflow management systems the person who writes it may or may not be sitting in front WfMS appeared in the s, but there is some consensus of their computer at that time. Advances in transaction proces- Whiteboard. A whiteboard provides real-time commu- sing and integrated office systems made workflow systems nication over the Internet and has a visual or graphical popular in the s.
They were innovative and had gained component in addition to text-based communication. Using a high level of popularity. General information on WfMSs text, and information. All changes made by one user to the can be found at the web sites of the Workflow and Reen- whiteboard area are displayed to all the other whiteboard gineering International Association 16 and the Workflow users. The whiteboard allows participants to manipulate Management Coalition Under a worker.
It manages distributed genomic tasks located at WfMS, a workflow model is first created to specify organi- different research centers, such as DNA sequencing zational business processes, and then workflow instances machines, matching algorithms, and human resources. During the workflow execution, the work- easily reengineer a genomic workflow when new techno- flow instances can access legacy systems, databases, appli- logical, biological, and chemical advances are made.
Workflow systems have been installed and deployed Teleconferencing successfully in a wide spectrum of organizations. Most The term teleconferencing refers to a number of technol- workflow management systems, both products and ogies that allow communication and collaboration among research prototypes, are rather monolithic and aim at people located at different sites.
At its simplest, a telecon- providing fully fledged support for the widest possible ference can be an audio conference with one or both ends of application spectrum. The same workflow infrastructure the conference sharing a speakerphone.
Office Automation - Introduction
With considerably can be deployed in various domains, such as bioinfor- more equipment and special arrangements, a teleconfer- matics, healthcare, telecommunications, military, and ence can be a conference, called a videoconference, in which school administration.
Using teleconferencing systems, organizations can exemplifies how workflow systems can be used to design decrease costs and complexity, while increasing efficiency business processes. A major task in genomics is determining the complete set of instructions for making an organism. Genome pro- Audio Conferencing. Audio conferencing is the inter- jects are very demanding, and incur high costs of skilled action between groups of people in two or more sites in real manpower.
There are many different types of tasks that time using high quality, mobile, hands-free telephone must be performed, such as sequencing, sequence finish- technology. The interaction is possible with an audio con- ing, sequence processing, data annotation, and data sub- nection via a telephone or network connection.
It makes mission.
A single genomic workflow may be spread across use of conventional communication networks such as multiple research centers, and the individual tasks in a POTS Plain Old Telephone Service , ISDN Integrated workflow may be carried out at one or more of the parti- Services Digital Network , and the Internet.
Many of the challenges of building an information system to manage a physically distributed Data Conferencing. Data conferencing is the connection genome project can be addressed by a workflow system. For exam- information.
Data conferencing platforms make it possible ple, the workflow model in Fig. The tasks illustrated with tions. Everyone can see the same document at the same machine gears represent automatic tasks, while the ones time and instantly view any changes made to it.
A user can share any program running on one computer At runtime, the workflow system reads the model spe- with other participants in a conference. Participants can cifications and transparently schedules task executions, watch as the person sharing the program works, or the Figure 9.
Genomic workflow example. Microsoft NetMeeting with data, audio, and video conferencing NetMeeting Fig. Chat can also be used to type text messages to share NetMeeting has been updated and extended with sig- common ideas or topics with other conference participants nificant new capabilities designed to make it the most or record meeting notes as part of a collaborative process.
The new version of this Video Conferencing. Video conferencing uses telecom- powerful application is now called Live Meeting Originally Video conferencing is a valuable strategic tool for millions developed by Cornell University, CU-SeeMe uses the stan- of individuals and small businesses for face-to-face meet- dard bandwidth available on the Internet.
Currently, CU- ings, team collaborations, brainstorming and training.
SeeMe is a low-cost software solution to the problem of There are two types of video conferencing: point-to-point electronic communication over the Internet. IP Telephony. Each participant the same network using an open standards-based Inter- has a video camera, microphone, and speakers con- net Protocol IP.
It makes possible to exchange voice, fax, nected to a computer. As the two participants speak and other forms of information that have traditionally to one another, their voices are carried over the been carried over the dedicated circuit-switched connec- network and delivered to the other speakers, and tions of the public switched telephone network PSTN. Connecting two locations can be arranged simply offices can decrease the costs of their voice and data by having one location dial the other, just as in a networks.
No outside assistance is IP Telephony is essential not just for its capability to necessary. A multipoint conference involves a connec- but also for its flexibility in supporting branch offices, tion among several video terminals connecting sev- mobile workers, and telecommuters that were not effective eral sites with more than one person at different with PSTN.
This technology allows an agile application sites. This type of connection requires the assistance deployment across the enterprise, increased personal and of a service to bridge the sites together into one work group productivity, and permits a rapid return on conference. Until the mids, hardware costs investment.
One of the first and most These systems are interactive and have the ability to allow popular video conferencing systems is NetMeeting A product developed by Microsoft Corporation that enables These systems help workers worldwide to minimize the costs of business travel and streamline communications 5.
Microsoft Office. Healthcare processes are very complex, involving both 6. Management Information Systems. New York: Prentice Hall; Microsoft Word. For exam- soft.It A newsgroup is a collection of messages posted by consists of two parts: user name and mail domain or individuals to a news server.
Corel WordPerfect. The power of blogs is that they are a everyone to read. It provides a continuous record messages to a user when they are explicitly requested, of activities, progress, and development.
Raw data storage, electronic transfer, and the management of electronic business information comprise the basic activities of an office automation system.
Collaborative writing virtual room.